Kuali Coeus Research Administration Project Business Process Design Document: Award Future State KC-AWD2 Standard Award 1. Process Overview NOTE: The purpose of this document is to describe the future process at MSU. This is the defined procedure, AFTER the implementation of the Kuali Coeus Research Administration system. NOTE: the Principal Investigator is referred to throughout this document by the term, “PI.” This term is intended to include the PI and/or anyone designated by the PI. This process begins with the submission of a proposal, and ends when an award document has been completed and stored in the KC system. This process was formerly known as the Standard Account process. The purpose of this document is to describe how standard research awards in Kuali Coeus (KC) and the associated financial system account in Kuali Financial System (KFS) will be established at MSU for a research project when the CGA-Post Award office has received a notice of award from a sponsor. A standard award is the conventional CGA research award that is set up after an award is made or an agreement is fully executed. CGA sets up restricted accounts in KFS (federal, federal flow- thru, State of Michigan, foundations, etc.) as RC accounts. Awards that do not have a restriction on how funds may be spent are set up as RG accounts in KFS. Account numbers are generated by the Kuali Financial System (KFS) using Kuali Coeus (KC). A standard award assumes that: A KC Institutional Proposal document has been submitted for the project. Compliance approvals (e.g. conflicts of interest, human subjects, animal use, and export control certifications), if necessary, have been secured. Page 1 of 13 Last edited: 04/07/2022 Filename: KC-AWD2 Standard Award
Transcript
Kuali Coeus Research Administration ProjectBusiness Process Design Document: Award Future State
KC-AWD2 Standard Award
1. Process Overview
NOTE: The purpose of this document is to describe the future process at MSU. This is the defined procedure, AF-TER the implementation of the Kuali Coeus Research Administration system.
NOTE: the Principal Investigator is referred to throughout this document by the term, “PI.” This term is intended to include the PI and/or anyone designated by the PI.
This process begins with the submission of a proposal, and ends when an award document has been completed and stored in the KC system.
This process was formerly known as the Standard Account process.
The purpose of this document is to describe how standard research awards in Kuali Coeus (KC) and the associated financial system account in Kuali Financial System (KFS) will be established at MSU for a research project when the CGA-Post Award of-fice has received a notice of award from a sponsor.
A standard award is the conventional CGA research award that is set up after an award is made or an agreement is fully executed. CGA sets up restricted accounts in KFS (federal, federal flow-thru, State of Michigan, foundations, etc.) as RC accounts. Awards that do not have a restriction on how funds may be spent are set up as RG accounts in KFS. Account numbers are generated by the Kuali Financial System (KFS) using Kuali Coeus (KC).
A standard award assumes that:
A KC Institutional Proposal document has been submitted for the project. Compliance approvals (e.g. conflicts of interest, human subjects, animal use, and
export control certifications), if necessary, have been secured. If the potential sponsor requires cost sharing, the details of how the cost sharing
will be met are provided to CGA so the appropriate information can be captured from the beginning of the project.
An approved budget has been included. Acceptable terms and conditions have been included.
If there are any subawards, the budget and scope of work for each should also be included.
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Kuali Coeus Research Administration ProjectBusiness Process Design Document: Award Future State
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2. Process Flow – Diagram
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Kuali Coeus Research Administration ProjectBusiness Process Design Document: Award Future State
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3. Process Flow – Steps
Business Process
Step
Business Process
Step Name
Description of Business Process StepInput to
Business Process
Output of Business Process
Responsi-ble Party
1 Submit proposal?
OSP determines if the proposal meets MSU and the sponsor requirements. If so, the pro-posal is submitted to the sponsor.
Review Decision OSP
2 Receive proposal
The sponsor receives the proposal submitted by OSP.
Proposal Proposal received
Sponsor
3 Consider proposal for award
The sponsor reviews the proposal. Proposal Review Sponsor
4 Awarded? The sponsor determines if the proposal should be awarded.
Review Decision Sponsor
5 Send agreement or notice of award
The sponsor decides to award funds for the submitted proposal and sends an agreement or notice of award to OSP and the PI.
Award Agreement or notice of award sent
Sponsor
6 Receive agreement or notice of award
OSP receives the agreement or notice of award from the sponsor.
Agreement or Notice of Award
Receipt of agreement or notice of award
OSP
7 Negotiate agreement or notice of award
OSP negotiates best possible terms for the agreement including project period, amount and other conditions with the sponsor. There should be an approved budget that matches the award amount. This process may go to the PI, Intellectual Property, and General Counsel for their consent.
Agreement or Notice of Award
Receipt of agreement or notice of award
OSP
8 Receive fully-exe-cuted award
OSP receives the fully-executed award. Blank form Completed form
OSP
9 Review application file for compli-ance ap-provals, cost and share, and budget
OSP reviews the application file for the project to determine the need for compliance approvals, cost share commitments, and a copy of the budget.
Proposal file
Review OSP
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Business Process
Step
Business Process
Step Name
Description of Business Process StepInput to
Business Process
Output of Business Process
Responsi-ble Party
10 Complete? OSP determines if all required compliance approvals, cost share commitment verifica-tions, and a copy of the budget have been received.
Review Decision OSP
11 Send re-quest for missing documen-tation
OSP sends requests for missing information. Decision Request OSP
12 Receive request for missing documen-tation
The PI receives and responds to a request for missing documentation from OSP.
Request Receives request
PI (and/or designee)
13 Hardship or Ad-vance?
A decision is made if this is a hardship or ad-vance.
Hardship or Advance
Decision OSP
14 Create award doc-ument in KC
If there is no hardship/advance award, OSP creates the new standard award document in KC, links the award to an institutional pro-posal, and may elect to apply a sponsor tem-plate.
Required award in-formation
Award doc-ument cre-ated
OSP
15 Edit award document in KC
OSP updates the existing hardship/advance award document to meet the requirements of the award and may elect to apply a sponsor template.
Required award in-formation
Award doc-ument up-dated
CGA
16 Enter Any Cost ShareKC-AWD12 Enter Cost Share
CGA enters any applicable cost share infor-mation. See KC-AWD12 Enter Cost Share
Cost share information
Cost share entered
CGA
17 Review and submit award doc-ument in KC
CGA will review and submit the award and store the document in KC
Submitted award
Approved award
CGA
18 Awardhierarchy required?
CGA works with the PI and/or Dept/College to determine whether an award hierarchy is required for administering this award.
Award dis-tribution re-quirements
Decision CGA
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Business Process
Step
Business Process
Step Name
Description of Business Process StepInput to
Business Process
Output of Business Process
Responsi-ble Party
19 Create AwardHierarchy KC-AWD20 Create Award Hi-erarchy
If an award hierarchy is required, this is done through process KC-AWD20 Create Award Hierarchy.
Awardhierarchy required
Awardhierarchy created
CGA
20 Hardship or Ad-vance?
A decision is made if this is a hardship or ad-vance.
Hardship or Advance
Decision CGA
21 Create and Submit Time & Money Document
CGA creates and submits a time and money document to add funds to the award, if the award was previously set up as a hardship or advance.
Required award in-formation
Time and Money Document
CGA
22 Set up or modify ac-count in KFS
CGA will set up or modify an account and store the document in KFS.
Data entry Account set up
CGA
23 CGA Cre-ate, sub-mit, ap-prove and post award budget in KC
CGA creates, submits, approves and posts the award budget in KC.
CGAprepares budget
Posted award bud-get
CGA
24 Approve budget re-allocation document in KFS
CGA completes a budget reallocation docu-ment in KFS, which set up award amount and sponsor approved budget. Store data in KFS.
Complete budget document
Budget set up
CGA
25 Send noti-fication of new or modified award
CGA notifies OSP and the PI with details re-lated to the new or modified award including the account number, terms, and any relevant cost share or effort data related to the award for confirmation.
Notification Receipt of notification
PI (and/or designee)
26 Receive notification of new or converted award
Notification is received by the OSP of details related to the new or modified award includ-ing the account number, terms, and any rele-vant cost share or effort data related to the award for confirmation.
Notification Receipt of notification
CGA
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Business Process
Step
Business Process
Step Name
Description of Business Process StepInput to
Business Process
Output of Business Process
Responsi-ble Party
27 Receive notification of new or converted award
Notification is received by the PI of details related to the new or modified award includ-ing the account number, terms, and any rele-vant cost share or effort data related to the award for confirmation.
Notification Receipt of notification
CGA
28 Review award in-formation for accu-racy
Information in the award notification mes-sage is reviewed by the PI for accuracy
Receipt of notification
Review of data
PI (and/or designee)
29 Accurate? The PI makes a determination of the accu-racy of the data included in the award notice and account notification sent by the CGA.
Review of data
Verification PI (and/or designee)
30 Proceed with re-search project
If all data in the award notice and account notification sent by CGA is accurate, the PI can proceed with the research project.
Verification Research PI (and/or designee)
31 Send up-dated in-formation
If any data in the award notice and account notification sent by CGA is not accurate, the PI sends corrections to CGA for modification.
Verification Send data PI (and/or designee)
32 Receive updated information
CGA receives notice from the PI that some data in the award notice and account notifi-cation is not accurate. CGA makes modifica-tions as necessary in KFS and/or KC.
Revised data
Receive data
CGA
33 Effort infor-mation is reported electroni-cally
Effort information is sent electronically and reviewed and accepted by CGA.
Effort re-porting in-formation
Information reviewed
CGA
34 Notification is sent for A/R review
A notification is sent to CGA that the award has been set up so that they can review A/R information, as applicable.
Notification Receipt of notification
CGA
35 Notification is sent for Report Scheduling review
A notification is sent to CGA that the award has been set up so they can review the award for reporting requirements.
Notifica-tion
Receipt of notification
CGA
36 Sub-award?
Determine if there are subawards. Review Decision CGA
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Kuali Coeus Research Administration ProjectBusiness Process Design Document: Award Future State
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Business Process
Step
Business Process
Step Name
Description of Business Process StepInput to
Business Process
Output of Business Process
Responsi-ble Party
37 Notification is sent for subaward processingKC-AWD18 Subaward
A notification is sent to CGA if the award contains any subawards. See KC-AWD18 Subaward.
Notification Subawards prepared
CGA
38 File elec-tronic doc-uments
Once all actions are complete, the electronic documents are filed.
Award ac-tions com-plete
File saved CGA
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